Settings and Options Guidelines Page | 1

V9.05 (17 July 2014)

123insight – Settings and Options Guidelines

This document aims to aid users in setting up 123insight with the

required settings and options available within the system.

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Contents
1 Introduction to the Settings and Options guidelines

2 My Company Details

3 Employees

4 Financial

5 Sales and Purchase

6 Production

7 Stock

8 CRM+
9 Quality

10 Reports

11 Further Settings

12 Sales Options

13 Purchase Options

14 Production Options

15 Stock Options

16 Accounting Options

17 MRP Options

18 CRM+ Options

19 Quality Options

20 Further Functionalities:
 Intrastats
 Project Control
 Divisions
 Access Dimensions Integration
 Equipment Catalogue

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(1) Introduction to the Settings and Options guidelines

What do these guidelines set out to do and how do I use them?

These guidelines are designed to provide further clarification on the various functionalities
available in 123insight found under the Settings menu.

Each chapter will provide information on the various fields and options available within each
of the windows found through the Settings menu. For each window, explanations of the
various field will be provided, with reference to a screenshot, along with a brief description
of the influence the settings/options will have on 123insight functionality.

For implementing users, many of the settings and options are best set up prior to any data
entry, whether through the Data Import Toolkit or manually entered.

Note: this document aims to provide clarification to trained users and not as a document to
be used for training purposes.

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(2) My Company Details

My Company Details is a mandatory form to complete which details the basic information regarding
your company. Information stored here will show in reports and will be visible under the Company
Information tab of the right-hand toolbar.

Header:

Company Name Free format text for the company name to

appear on reports
Company Number Company registration number assigned by
Company House
Tax Number Free format text field to indicate the Tax
Number as assigned by HMRC
Registered In Free format text for the country of registration
Email Generic company email address, must follow
correct email address format

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Company Web Site Company Web Site address, must follow

correct Web address format
Tel Number Generic company telephone number
Fax Generic company fax number
Company Address Main address of the company, address entered
here will populate a line in Company Delivery
Addresses
Quality Right-click → Add to add a Quality logo
Company Right-click → Add to add a Company logo
Registered Address Address to which the company is registered to

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Company Delivery Addresses:

Company Delivery Addresses allows the user to add any other potential delivery address, other than
that of your main address in the Header tab.

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(3) Employees

The Employees window allows various pieces of information to be stored against any employees
created. Employees do not necessarily have to be users as non-user employees can be kept in
123insight for time and attendance recording and operation bookings.

Master:

Clock Number Numeric field to provide a unique clock number

for the employee. Cannot be amended once
the employee has been committed to the
system
First Name Free format text for the first name of the
employee

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Surname Free format text for the surname of the

employee
Job Title Free format text for the job title of the
employee
Sex Gender tick boxes
Hide Allows ex-employees to be removed (hidden)
form various functionalities without removing
audit trails.
Email Address Employee specific email address – must be of
an email address format
Mobile Employee specific mobile phone number
Phone Employee specific landline number
Address Employee personal address
Employee Photo Right-click → Add to add a picture of an
employee
Employee Signature Right-click → Add to add an electronic
employee signature
Shop Floor Data Collection Enabled Tick box used to activate the SFDC tab and
enable the employee to use SFDC for operation
bookings
Allow regeneration of labels Provides permission to reprint serialised labels

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SFDC:

PIN Personal Identification Number to be used in

Shop Floor Data Collection
Amend elapsed time Controls whether or not the employee is
allowed to overwrite the time booked to an
operation via SFDC or whether it is simply
displayed as “read only”
Complete operation when full quantity booked When the full quantity of a particular operation
has been booked as good or scrap (or a
combination) then if this parameter is ticked
the employee will be given the option to
complete the operation.
Book stock in when last operation booked When booking the last operation if you select
to complete it you will be prompted to receive
that quantity in to stock
Complete operation short This applies to incomplete operations – every
time a booking is made but the full quantity on
the operation has not yet been booked, if this
parameter is ticked then the employee will be
given the choice to complete the operation
short

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Add new operation to work order with SFDC Allows permission to add new operations to a
Works Order whilst in the SFDC function
Amend the resources for operation Employees with this parameter ticked may
amend the resource used at the time of making
a booking
Available hours Available to define the number of hours
worked on a daily basis to form a total hours
per week

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Calendar:

The Calendar tab allows any time away from work to be recorded based on the Leave Reasons set
up. Time away can be recorded down to a half day level and information can be stored on a year-by-
year basis using the Select Year dropdown.

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CRM+:

Can re-subscribe an un- Allows permission to re- Functionality found in the

subscribed contact subscribe contacts that are Contacts tab of Add/Edit
unsubscribed from mailshots Company
Customer Account Manager Indicates the employee is a Populates the Account
Customer Account Manager Manager dropdown of the
customer tab in Add/Edit
Company
Supplier Account Manager Indicates the employee is a Populates the Account
Supplier Account Manager Manager dropdown of the
supplier tab in Add/Edit
Company
Email Enables email alerts to the
employee email address
specified on the master tab to
notify of a new action
SMS Enables SMS alerts as
configured in SMS
Configuration, to notify of a
new action
Add Only Employee may only add notes
Add and edit own notes Allows permission to add and Only one option of these may
edit own notes be ticked at any one time
Add and edit all notes Allows permission to add and
edit all notes

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Can only close own “employee Allows permission to close

actions and own “group only own employee and group
actions” actions
As above, but can also close Allows permission to close all Only one option of these may
“employee action” of the actions of the employees in be ticked at any one time
employees in the same the same group(s)
group(s)
Can close all actions Allows permission to close all
actions
Can only view own “employee Allows permission to view only
actions” and own “group own employee and group
actions” actions Only one option of these may
As above, but can also view Allows permission to view all be ticked at any one time
“employee actions” in same actions of the employees in (regards visibility within the
group(s) the same group(s) CRM+ window)
Can view all actions Allows permission to view all
actions in the system
Groups Allows users to assign the
employee to any group set up
in the system

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Skills:

The skills tab provides visibility of the skills the employee is linked to in the Skill Types and
Assignments window. These cannot be edited here.

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(4) Financial

1 Nominal Codes

2 Product Group Codes

3 Customer/Supplier Mapping Types

4 Nominal Mappings

5 Nominal Mapping Ratings

6 Currencies and Exchange Rates

7 Tax Codes

8 Financial Periods
9 Country Codes

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Nominal Codes:

Nominal Codes allow users to classify expenditures and revenues for the purpose of financial
reporting. Every Purchase Order and Sales Order line will be coded against a nominal code to allow it
to be meaningfully reported on within the financial reports.

Code Unique reference for the Nominal Code –

advised to match that of the accounts package
used
Description Description of what the Code represents
Type Define whether it is a Purchase or Sales
Nominal Code
Default The default Nominal Code will populate the
Nominal Code field of a newly created
Customer/Supplier in Add/Edit Company, this
can then be amended if necessary

Nominal Codes are a mandatory set up and are recommended to match those of your accounting
package, especially with use of the Advanced Accounting Interface and Access integration. Where
integrated with Access Dimensions Nominal Codes become Dimensions Analysis Codes throughout
the system.

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Product Group Codes:

Product Group Codes allow users to classify parts into groups and assign both Characteristics and
Selling Price Markups to those parts classified in each individual group. Aside from the Product
Group Characteristics and the Selling Price Markup functionalities, Product Groups are also useful
when searching for parts and when producing financial reports.

Product Group Code

Code Defines what will appear in the dropdown of
the Product Group Code field of Add/Edit Parts
Description Can be used to provide further clarification of
the Product Group
Sales Review Status When ticked all parts of this product group will
automatically have the Awaiting Sales Review
tick box ticked
Code Values
Code System reference point for the Characteristic
Code – cannot be edited
Code Name Amendable field to rename the Characteristic
Code as required – this is what will be shown in
Add/Edit Parts

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Mandatory Sets the Characteristic Code as a mandatory

field
Code Values Right-click → New to add in the values which
will populate the dropdown against the
highlighted Characteristic Code
Memo Fields
Memo System reference point for the Store
Characteristic Memo – cannot be amended
Memo Name Amendable field to rename the Store
Characteristic Memo as required
Selling Price Markup
Rounding Used to define to what significant figure the
total price will be rounded to
Cost Element Dropdown menu to select which cost element
should be used to apply the (+/-) Markup % to
(more detail below)
+/- Whether or not the Markup is an addition to, or
a subtraction of the cost element specified
Markup % To what % should the Cost Element be
increased/decreased
This Level Only Markup specified will apply only to top level
only.

E.g. when considering Run Costs, the costs

considered will only be that of the top level and
not the Run Costs of any sub-assemblies.

Cost Element Dropdown Options:

Sum of next level prices Considers the selling prices (where set) of all
the components at the next level of the BOM
and totals them
Cost price before discount Cost of purchasing the component before
supplier discounts are applied
Component cost Costs of all of the components
Run cost Costs of running resources for all operations
against the structure
Set cost Costs of setting up resources for all operations
against the structure
Subcontract cost Costs of all subcontract operations against the
structure

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Customer/Supplier Mapping Types:

Customer Mapping Types populate the respective dropdown in the customer tab of Add/Edit
Company.

Supplier Mapping Types populate the respective dropdown in the customer tab of Add/Edit
Company.

Mapping Types, once defined, can then be used as a variable when creating Nominal Mappings.

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Nominal Mappings:

Nominal Mappings are a more complex way of assigning Nominal Codes that allows the user to
specify that, where a combination of variables are met, a specific Nominal Code is to be used.
Variables include Product Group Code, Mapping type (Supplier or Customer), Currency Code, Project
Type and Division.

Nominal Code Dropdown selection of the Nominal Codes in

the system
Nominal Description Unamendable field populated by the Nominal
description from Nominal Codes
Type Unamendable field populated by the Type from
Nominal Codes
Product Group Code Dropdown selection of the Product Group
Codes in the system
Product Group Description Unamendable field populated by the Product
Group description from Product Group Codes
Currency Code Dropdown selection of the Currency Codes in
the system defined in Currencies and Exchange
Rates
Description Unamendable field populated by the
description from Currencies and Exchange
Rates
Supplier Mapping Type Dropdown selection of the Supplier Mapping
Types in the system
Customer Mapping Type Dropdown selection of the Customer Mapping
Types in the system
Project Type Dropdown selection of the Project Types in the
system
Division Dropdown selection of the Divisions specified in
My Company Details (where activated in Sales
Options)

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Nominal Mapping Ratings:

Nominal Mapping Ratings are specifically used in conjunction with Nominal Mappings in order to
provide a rating system which ranks the order of how the Nominal Mappings are applied where
multiple different combinations are applicable.

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Currencies and Exchange Rates:

Currencies and Exchange Rates allow users to store currency information in the system along with
their exchange rate relative to the base currency. Any bank details regarding accounts to each
currency can also be recorded, and you may also indicate (where intrastats are activated in the
Accounting Options) that intrastat reports are to be produced in that currency regardless of base
currency.

Base Indicates to the system that this is the standard

currency used, as such only one currency may
be ticked as the Base
Code Unique identifier to appear in Currency
dropdown menus
Description Further explanation of the Currency
Exchange Rate User defined exchange rate from the Base
currency selected – can only be updated
manually
Bank Details Can be used to store details of the Bank
account used for this currency
Date Displays the date of the last modification made
against the respective Currency line
Intrastat Reporting (where Intrastats are Indicates to the system that intrastat reports
activated in Accounting Options) are to be produced in this currency

Note: where Access Dimensions Integration is activated Currency Codes must match those in Access
Dimensions.

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Tax Codes:

Tax Codes allows the user to define a range of taxes to be applied to Sales and Purchase
transactions. Secondary Tax % and consolidation apply to two tier tax systems, for users based in the
UK these will likely not be applicable.

Default The default Tax code will populate the Tax code
field of a newly created company in Add/Edit
Company
Code Unique Identifier used to reference the Tax
Code
Description Can be Used To provide Further clarification of
the Tax Code
Primary Tax % Percentage of Tax applied
Secondary Desc Used to provide clarification on the application
of a Secondary Tax %
Secondary Tax % A further Tax % applied to the respective Tax
Code
Consolidated Used to indicate whether or not the Secondary
Tax % is applied to the original price or the
Price + Primary Tax %
Total Tax % Provides a Total % of Tax applied based on
Primary Tax%, Secondary Tax % and whether or
not the Tax is consolidated
Acquisition Tax Used to indicate that acquisition tax is due
against this Tax Code

Note: Tax Codes are recommended to match those of the accounting package used, and with AAI or
Access integration this is mandatory.

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Financial Periods:

Financial Periods allows the user to define in advance their period end dates on which to run the
period end routine. Please note: period ends can only be ran on the date specified here.

Year Start Date format to provide the start of the financial

year
Year End Date format to provide the end of the financial
year
User Name Unamendable audit log field of the User that
set up the financial year
Date Established Unamendable audit log field of the date that
the financial year was set up
Active Year Tick box to indicate which line represents the
active year
Periods Used to Define how many period to be used
within the year – up to a maximum of 12
Period End Date format to provide the end of the financial
period – please not period end in 123insight
can only be ran on this date

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Financial Periods influences a range of functionalities from the visibility within the Financials window
and Period History tab in Add/Edit Parts, to Fixed Standard costs and the Sales Margin Report.

A maximum number of 12 periods can be created per financial year. It is strongly advised to run
period end in 123insight at the end of each financial period.

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Country Codes:

Country Codes allow the user to store an unlimited list of any countries that might apply to
Companies in the system. Against each Country Code the user may indicate that intrastat reporting
is required and also apply a fixed format for addresses within this Country Code.

Country Code Unique identifier to reference the Country

Description Can be used to provide further clarification
than the Country Code
EEC VAT Applies Tick box to indicate that this country is to be
included in intrastat reports
Default The default Country Code will populate the
Country Code field of a newly created company
in Add/Edit Company by default
Fixed Address Tick box used to activate the Fixed Address
functionality for this Country Code
Fixed Address Format Line Unamendable reference to the respective line
Address Format Line Amendable reference allowing the user to
rename the Fixed Address Format line that will
appear in address fields

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Mandatory In Address Sets the respective Fixed Address Format Line

as a mandatory field
State Name Right-click → New to add in the values which
will populate the dropdown for the
State/Province Fixed Address Format Line

Country Codes are a mandatory set up as assigning new companies with a Country Code is
mandatory. When integrating with Access Dimensions the Country Codes defined in 123insight must
match those within Access Dimensions.

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(5) Sales and Purchase

1 Additional Charges

2 Carriers

3 Text Library

4 Sales Analysis Codes

5 Requisition Analysis Codes

6 Purchase Analysis Codes

7 Purchase Contract Status Settings

8 Sales Status Settings

9 Sales Date Change Reasons

10 Supplier Status Settings

11 Quotation Won/Lost Reasons

12 Contact Titles

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Additional Charges:

Additional Charges allow users to create an unlimited number of additional charges that may be
applied at quotation or invoicing stages.

Type Dropdown field to indicate to where the

Additional Charge can be applied
Description Can Be used to indicate what type of Additional
Charge the respective line is used for
Default Nominal Dropdown field of the defined Nominal Codes
which will populate the Nominal Code of this
Additional Charge when used – can be
amended if necessary when applying the
Additional Charge

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Carriers:

Carriers allows users to store information on any of the carriers which might be used when
despatching goods, along with the web site of the respective carrier.

Name Used to indicate the name of the carrier

Website Name Web address formatted field to provide the
web address of the respective carrier

Defining Carriers can be useful as Carriers can be assigned against a Despatch Note and the relevant
information is then shown on the report. Where auto emailing is used, Carrier information can be
pulled through form the database tables to provide a direct link to the Carrier Website along with a
Tracking Number, where applicable.

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Text Library:

The Text Library allows users to store a library of predefined, rich formatted texts, which can be
selected to be applied to a range of reports within the specified function (Sales or Purchase).

Type Dropdown field to indicate to where the Text

can be applied
Description Can be used to briefly describe the text – this is
what is shown to the user when creating
documents
Text Allows the user to prepopulate Text that will
appear on any document where this line from
the Text Library is selected

The Text Library is best used for any information that is to be added a number of times onto any
documentation but is subject to a specific context e.g. special offers which may only apply to specific
parts. These will not appear on Sales or Purchase documents by default, but will be available to add
to the relevant document text fields via dropdown selection.

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Sales Analysis Codes:

Sales Analysis Codes allow users to be able to analyse both Customers and Sales Orders as required.
Analysis can be achieved either by predefining dropdown menus for users to select from or by
renaming up to six memo fields of free format text.

Code Unamendable reference to the respective line

Code Name Allows the user to rename the code that
appears on the Customer tab in Add/Edit
Company and in Add/Edit Sales Order
Mandatory on Customer Tab Sets the respective Code as a mandatory field
on the Customer tab of Add/Edit Company
Mandatory on Sales Order Sets the respective Code as a mandatory field in
Add/Edit Sales Order
Code Value Table to add in the values which will populate
the dropdown for the respective Code

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Memo Unamendable reference to the respective line

Memo Name Allows the user to rename the Memo field that
appears in the Customer tab in Add/Edit
Company and in Add/Edit Sales Order

Once Analysis Codes have been set up they can be very useful for reporting purposes, especially
through Excel exports, as information can be manipulated based on the Code Values defined against
a specific Analysis Code. Furthermore, once analysis is utilised certain financial information within
the Financial window can be broken down based on the Analysis Codes set up.

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Requisition Analysis Codes:

Requisition Analysis Codes allow users to be able to analyse requisitions as required, analysis can be
achieved by predefining dropdown menus for users to select from.

Code Unamendable reference to the respective line

Code Name Allows the user to rename the Code that
appears in Add/Edit Purchase Requisition
Mandatory on Purchase Requisition Sets the respective Code as a mandatory field in
Add/Edit Purchase Requisition
Mandatory on Enact Sets the respective Code as a mandatory field
when enacting a Purchase Requisition
Code Value Right-click → New to add in the values which
will populate the dropdown for the respective
Code

Once Analysis Codes have been set up they can be very useful for reporting purposes, especially
through Excel exports, as information can be manipulated based on the Code Values defined against
a specific Analysis Code.

Note: Requisition Analysis Codes are only available where Purchasing Security and Approval has
been activated within Purchase Options.

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Purchase Analysis Codes:

Purchase Analysis Codes allow users to be able to analyse Suppliers and Purchase Orders as
required, analysis can be achieved by predefining dropdown menus for users to select from.

Code Unamendable reference to the respective line

Code Name Allows the user to rename the code that
appears in the Supplier tab of Add/Edit
Company and in Add/Edit Purchase Order
Mandatory on Supplier tab and Purchase Order Sets the respective Code as a mandatory field
on the Supplier tab of Add/Edit Company and in
Add/Edit Purchase Order
Code Value Right-click → New to add in the values which
will populate the dropdown for the respective
Code

Once Analysis Codes have been set up they can be very useful for reporting purposes, especially
through Excel exports, as information can be manipulated based on the Code Values defined against
a specific Analysis Code. Furthermore, once analysis is utilised certain financial information within
the Financial window can be broken down based on the Analysis Codes set up.

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Purchase Contract Status Settings:

Purchase Contract Status Settings allow the user to predefine a range of statuses that may be
assigned to a Purchase Contract which will indicate whether or not it should be considered live.

Default The default Purchase Contract Status will

populate the Purchase Contract Status field of a
newly created Purchase Contract by default
Status Free format text field to indicate to users what
this status implies
Live – Generate Contract Call Offs Tick box used to indicate that a Purchase
Contract of this status is considered live

Only Purchase Contracts of a status considered live can be used to generate Call Offs or Delivery
Schedule reports.

Note: this is a mandatory set up in order to use the Purchase Contract functionality.

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Sales Status Settings:

Sales Status Settings allow users to predefine a range of statuses to be applied to Customers and
Sales Orders to determine the functionality available to the respective status. By default Statuses of
Okay, On Hold, On Stop and Pro-forma will exist in the system but the functionality tick boxes can be
amended as necessary.

Default The default Sales Status will populate the Sales

Status field of a newly created Customer in
Add/Edit Company by default
Customer Status Free format text field to indicate to users what
this status implies where this status is selected
Raise Quote Tick box to indicate that Quotation functionality
is available where this status is selected
Raise Order Tick box to indicate that Sales Order
functionality is available where this status is
selected
Despatch Tick box to indicate that Despatch functionality
is available where this status is selected
Include In MRP Tick box to indicate that Customers/Sales
Orders of this status are to be included in MRP
where this status is selected

Sales Status Settings can be very useful as they allow you to restrict specific functionalities against
certain customers, for example, where a customer exceeds their credit limit users can be restricted
from creating Sales Orders until payment has been received (123insight will never automatically
change Sales Status Settings unless via Credit Control Rules).

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Sales Date Change Reasons:

Once this window is populated providing a Sales Date Change Reason becomes mandatory upon
altering the date of any Sales Order. Sales Date Change Reasons are a useful feature to provide
enhanced traceability, in the form of an audit trail, as to why the date of a Sales Order might have
changed.

Visibility of the audit trail can be found in the Sales Date Amendments Window (Quality → Enquiries
→ Sales Date Amendments) which allows filtering options on different reasons, customers, Sales
Orders and dates of amendment.

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Supplier Status Settings:

Purchase Status Settings allow users’ visibility of a range of statuses that can be applied to Suppliers
and Purchase Orders which will determine the functionality available to the respective status. By
default Statuses of Okay, On Hold and On Stop will exist in the system, as only three combinations of
available functionality are available users cannot amend these settings, it is purely for visibility
purposes.

Default The default Purchase Status will populate the

Purchase Status field of a newly created
Supplier in Add/Edit Company by default
Supplier Status Unamendable text field to indicate to users
what this status implies
Raise ITT Tick box to indicate that Invitation to Tender
functionality is available where this status is
selected
Raise Order/Advice Note Tick box to indicate that Purchase Order and
Advice Note functionality is available where this
status is selected

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Quotation Won/Lost Reasons:

Quotation Won/Lost Reasons allows the user to predefine a list of reasons why a Quotation may
have been won or lost for use when processing a quote.

Reason Free Format text field which populates the

dropdown of available reasons when
processing a quote
Reason Type Dropdown menu to indicate whether the
respective reason is for a quote that has been
won or lost

Reasons as to whether a Quotation has been won or lost are reported on in the Quotation export to
Excel and as such populating this table with meaningful reasons can be useful for analysis purposes.

Note: this set up is mandatory in order to use the Process Quote functionality.

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Contact Titles:

Contact Titles define the list of titles available in the Contacts tab of Add/Edit Company. By default
the system will have Mr, Miss and Mrs already populated.

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(6) Production

1 Downtime Codes

2 Ad Hoc Operations Booking Codes

3 Rework Reasons

4 Scrap Codes

5 Leave Reasons

6 Tool Group Codes

7 Tool Types

8 Tool Status Settings

9 Skill Levels

10 Resource Groups

11 Employee Resource Exception Reasons

12 Works Order Types

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Downtime Codes:

Downtime Codes will populate the available options in Shop Floor Data Collection and the dropdown
of Enter Manual Downtimes. Using the Downtime Barcode Report (found through Shop Floor →
Print Barcoded Shop Floor Document → Downtime Barcode Report) users can print barcodes that
can be scanned when using Shop Floor Data Collection to quickly enter Downtime Codes.

Code Amendable reference to the respective line

Description Can be used to indicate what type of downtime
the respective line is used for

Where used, Downtime will feature in the Labour Bookings export to Excel and so meaningful
Downtime Codes are useful when analysing any downtime recorded. Visibility of downtime can also
be found in the Downtime Data window (Quality → Enquiries → Downtime Data) which allows
filtering options on different Codes, employees and dates.

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Ad Hoc Operations Booking Codes:

This functionality allows the user to record unplanned labour to a Works Order – and in the case of
tracked Works Orders, to specific serial numbers.

Code Unique Identifier used to reference the Ad Hoc

Operation Booking
Description Free format text to provide a description of the
respective booking code

Ad Hoc Operations bookings can be made within Shop Floor  Ad hoc Operation Booking and is very
similar to the labour booking screens. Visibility of the bookings made can be found in Ad Hoc
Operation Data (Quality  Qualities  Ad hoc Operation Data) for an overview, or within the Serial
Enquiry (Quality  Enquiries  Serial Enquiry) for Serial specific information.

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Rework Reasons:

Rework Reasons can be used define the list of reasons to be provided when reworking failed serials
in conjunction with the Advanced Serial Tracking functionality. By default the system will have
External Rework already populated, once more reasons are entered providing a reason when
reworking a serial becomes mandatory.

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Scrap Codes:

Scrap Codes will populate the available options in Shop Floor Data Collection when scrapping parts
and the Scrap Code dropdown of Enter Manual Timesheets. Using the Scrap Barcode Report (found
through Shop Floor → Print Barcoded Shop Floor Document → Scrap Barcode Report) users can print
barcodes that can be scanned when using Shop Floor Data Collection to quickly enter Scrap Codes.

Code Amendable reference to the respective line

Description Can be used to indicate what type of scrap the
respective line is used for

Visibility of scrap can also be found in the Scrap Data window (Quality → Enquiries → Scrap Data)
which allows filtering options on different Codes, employees and dates. Furthermore, information
from this window can be exported to Excel for analysis purposes.

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Leave Reasons:

Leave Reasons will populate the available options in the Calendar tab of the Employee window.

Authorised Leave Tick box used to indicate whether or not the

respective reason will be considered as
authorised leave
Reason Free format text to indicate what type of leave
this reason is
Colour Code Allows the user to specify a colour to help
differentiate between the various types of
leave set up on the Employee Calendar

When using Shop Floor Data Collection the Employee Clocking Report within the Financial Reports
will detail when all Employees have clocked in and clocked out of the system within a specified
timeframe. Any Leave Reasons within an employee calendar will display on the relevant reports to
provide visibility of the reason for absence.

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Tool Group Codes:

Tool Group Codes are mandatory to set up before recording information on tools. Once Tool Group
Codes are defined they will populate the mandatory Tool Group Code field in Add/Edit Tools
allowing the user to classify individual tools into a group.

Code Unique Identifier used to reference the Tool

Code
Description Can be used to provide further clarification of
the Tool Code

Tool Group codes are the way by which tools can be linked to an operation on the routing of a
manufactured parts’ structure. For example, the tool group of multimeter may contain any number
of individual multimeters, but by linking the tool group to operations users will be prompted to use
any tool within the group. On the other hand, a tool group such as moulds could be created but for
the specific operations, each individual tool could be linked to an operation to indicate a one to one
relationship between the operation and the specific tool.

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Tool Types:

Tool Types are mandatory to set up before recording information on tools. Once Tool Types are
defined they will populate the mandatory Tool Type field in Add/Edit Tools allowing the user to
classify individual tools by Type.

Code Unique Identifier used to reference the Tool

Code
Description Can be used to provide further clarification of
the Tool Type Code

Tool Types are a further way of grouping tools into any type of classification required; Tool Types
have no influence on functionality and are purely for providing further information on the tool
records which may be used when searching for tools.

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Tool Status Settings:

Tool Status Settings are mandatory to set up before recording information on tools. By default
Damaged and In Stock will exist in the system (as in the screenshot).

Status Free format text to indicate what the status

implies and populates the dropdown of the
Tool Status field in Add/Edit Tools
Usable Tick box to indicate whether a tool of the
respective status is usable or not

Tool Statuses are used to indicate whether a tool is useable or not. Tools of a status not deemed
useable will not be accepted as a tool to be used if the relevant tool/tool group has been assigned to
an operation.

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Skill Levels:

Skill Levels allow the user to define varying degrees of competency that will appear in the dropdown
menu of the Competence Level field in Skill Types and Assignments – there are only 10 available and
no more can be added.

Skill Level Unamendable reference to the respective Skill

level
Description Free format text to provide further clarification
of the respective skill level - only Skill Levels
with the description populated will appear in
the Competence Level dropdown.

With the “Utilise Skills Matrix on Routings and Bookings” option activated within the Production
Options, Skills and Skill Types will appear as columns within the Routings window. This functionality
allows the user to indicate that only employees with the required Skill Level of a specified skill type
can conduct an operation. This will then influence which employees can book to these operations
within Shop Floor Data Collection and who can be booked to an operation when entering Manual
Timesheets.

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Resource Groups:

Resource Groups allow users to classify resources into groups and once defined will populate the
mandatory Resource Group dropdown in Add/Edit Resource.

Resource Groups will influence capacity planning functionality as the visibility of individual resources
will fall under the resource group that the resource is assigned to.

Note: Resource Groups are a mandatory set up in order to create new resources.

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Employee Resource Exception Reasons:

Used in conjunction with Manage Capacity by Employee – defines exceptions as to why an

employee might not be working on their default resource.

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Works Order Types:

Works Order Types allow the user to define a range of alternative Works Order Types, other than
Production Order which, will be populated in Works Order Types by default. The Options defined
here will populate the Works Order Type dropdowns in Raise Manual Works Order and Edit Works
Order.

Default Tick box to indicate which Works Order Type

will be set against new Works Orders by default
Works Order Type Free format text field to indicate to the users
what this Works Order Type is
Exclude from MRP upon creation Tick box to indicate that Works Orders set to
this Type are to be automatically excluded from
MRP calculations

By default in the system only the Works Order Type of Production Order will exist in the system.
Adding a new Works Order Type that is to be excluded form MRP calculations is the simplest way of
utilising both MRP and Raise Manual Works order functionalities simultaneously as although MRP
will still suggest the manual Works Order is cancelled it will not allow the user to enact the
suggestion whilst excluded.

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(7) Stock

1 ABC Codes

2 Price Category Codes

3 Location Codes

4 Location Ratings

5 Responsibility Codes

6 Attachment Options

7 Units of Measure

8 Stock Header User Analysis

9 Stock Batch User Analysis

10 Method Types

11 Serial Number Format

12 Stores Request Reasons

13 Unplanned Transaction Reasons

14 Shipping Package Types

15 Template Types

16 Label Definitions

17 Package Configuration

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ABC Codes:

ABC Codes allow the user to define up to 26 different classifications for use with traditional cycle
counting to appear in the ABC Code dropdown of Add/Edit Parts.

Code Amendable unique identifier for the respective

ABC code
Days Between Checks Numeric field to indicate the intervals within
which the respective Code should be checked

Once set up ABC Codes form the basis of the Stock Check Report found through Stores → Stock
Check Report.

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Price Category Codes:

Price Category Codes serve as a dual purpose functionality in 123insight which allow the user to both
specify specific target margins per part by using the Price category Code Dropdown in Add/Edit
Parts, and also to populate the columns of the discount matrix.

Price Category Code Amendable free format text field allowing the
user to rename the Price Category Code as
required
Price Category Target Margin % Numeric field allowing the user to specify the
target margin % of parts classified against the
respective Price Category Code

Where utilised, the Target Margin % of the respective Price Category Code will supersede the Global
Target Margin set up in the Sales Options. These functionalities aid in the creation of price lists as
Actual Margins can be compared to the relevant Target Margin.

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Location Codes:

Location Codes allow users to create an unlimited list of locations as to where stock may be kept. As
to how these locations are set up is subject to the requirements of the user. Against each location
the user may tick up to three options which will influence the functionality of the location within
123insight: Quarantine, Exclude MRP, and Flow-thru.

Default Tick box to indicate which Location code will be

set against new part records by default
Code Amendable unique identifier for the respective
Location code
Location Free format text to provide further clarification
of the respective Location
Quarantined When ticked this indicates that this location is
subject to quarantine restrictions and will not
allow Despatch or Issuing to Works Order
functionalities from this location
Exclude MRP When ticked this indicates that stock within this
location is to be excluded form MRP
calculations
Flow-thru When ticked this indicates that this location is
subject to Flow-thru functionalities.

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Location Ratings:

Location Ratings allow the user to create a range of profiles that may be assigned to users and, per
each profile, rate the locations available for Issuing to Works Orders, Despatching and Miscellaneous
Transactions.

Profile Name Free format text field to provide the name of

the Location Profile
Default for WO Issue Assigns the ratings of this profile in terms of
Works Order Issue as the default for users not
specifically linked to a Location Profile
Default for Despatch Assigns the ratings of this profile in terms of
Despatch as the default for users not
specifically linked to a Location Profile
Default for Misc. Assigns the ratings of this profile in terms of
Miscellaneous Transactions as the default for
users not specifically linked to a Location Profile
Quarantined Unamendable reference field to the
information set up in Location Codes
Location Code Unamendable reference field to the
information set up in Location Codes

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Location Unamendable reference field to the

information set up in Location Codes
WO Issue Used to assign a rating to the various Locations
for Works Order Issuing for the respective
Location Profile – must be unique
Despatch Used to assign a rating to the various Locations
for Despatching for the respective Location
Profile – must be unique
Misc. Transactions Used to assign a rating to the various Locations
for Miscellaneous Transactions for the
respective Location Profile – must be unique

Location Ratings may be used for different reasons depending on user requirements. Examples of
where they might be used could be for multi-site operations where users at each site will only be
using certain locations. Alternatively Profiles could be created based on the transactions certain
users will be restricted to, e.g. a production staff profile may be created with no location rated for
despatch to restrict these users from using Despatch functionality.

Where only one profile is to be used for all users, the default tick boxes within the Profiles table of
the window will mean that the ratings of this profile are to be used for all transactions, eliminating
the need to assign the profile against individual users.

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Responsibility Codes:

Responsibility Codes allow the user to define Codes which may be assigned against parts or MRP
suggestions in order to allow users to filter MRP suggestions based on their Responsibility
assignments.

Code Unique Identifier to the Responsibility Code

Description Free format text to provide a description of the
respective Responsibility Code

Once defined responsibility codes can be set against individual methods of a part record under the
Methods/Versions tab or manually assigned against each MRP suggestion.

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Attachment Options:

Attachment Options allows the user to define various Attachment Types to appear in the
Attachment Type dropdown of the Attachments tab of Add/Edit Parts.

Attachment Type Free format text field to provide a description

of the Attachment Type
Path Free format text to provide a path to the folder
to where the relevant attachments will be
stored
Browse Can be used to browse to a relevant folder
where the attachments will be stored and
populate the path field

Each attachment type is linked to a specific path meaning different types of documents need not be
stored in the same folder. This means that finding a specific document when attaching a document
in Add/Edit Parts becomes easier as only relevant documents will appear in the respective
Attachment Type folder.

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Units of Measure:

Units of Measure is a mandatory set up window in order to add parts into the system, once set up
the Units of Measure here will populate the Unit of Measure dropdown menu in Add/Edit Parts.

Default The default Unit of Measure will populate the

Unit of Measure field of a newly created part in
Add/Edit Parts by default
Units of Measure Free format text field allowing the user to name
the respective unit of measure – must be
unique
Precision Numeric field allowing the user to specify to
what decimal place the respective unit of
measure can go to – maximum setting of 6

The precision setting of a Unit of Measure refers to what decimal place the respective measurement
can go to. When serialising parts bear in mind only parts with a 0 precision setting can be used.

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Stock Header User Analysis:

Stock Header User Analysis Codes populate the User Analysis tab of Add/Edit Parts allowing users to
be able to analyse part records as required. Analysis can be achieved either by predefining
dropdown menus for users to select from or by renaming up to six Memo Fields of free format text.

Code Unamendable reference to the respective line

Code Name Allows the user to rename the code that
appears in the User Analysis tab of Add/Edit
Parts
Code Value Table to add in the values which will populate
the dropdown for the respective code

Analysis Codes defined in this window will appear against all part records and are recommended to
be used for generic analysis. Further analysis can be made against a product group if required which
will be specific to the respective product group. User Analysis Codes 1 to 10 are searchable elements
of a part record and so can be used for finding parts as well as analysing them.

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Memo Unamendable reference to the respective line

Memo Name Allows the user to rename the Memo that
appears in the User Analysis tab of Add/Edit
Parts

Memo analysis fields are not searchable components of the part record.

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Stock Batch User Analysis:

Stock Batch User Analysis allows the user to create up to ten free format analysis fields to be applied
when batches are created and to specify, of four data entry points, where the user will be prompted
to provide the analysis information which can be made a mandatory requirement.

Field Unamendable unique identifier for the

respective analysis line
Name Allows the user to rename what will appear for
analysis against the respective line
Prompt at PO Receipt Dropdown menu to indicate whether the
analysis field will be shown when booking in a
batch from a Purchase Order
Prompt at Free Issue Receipt Dropdown menu to indicate whether the
analysis field will be shown when booking in
free issue batches
Prompt at WO Receipt Dropdown menu to indicate whether the
analysis field will be shown when booking in a
batch from a Works Order
Prompt at Unplanned Receipt Dropdown menu to indicate whether the
analysis field will be shown when booking in a
batch for unplanned reasons

Recording Suppliers batch number is a good example of potential analysis as when receiving a
purchase order into stock it can be mandatory to record this information where advanced
traceability is required.

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Method Types:

Method Types allow user to create additional methods of acquiring parts other than the three
default options in the system (see screenshot). Newly created method types can then be assigned
the method characteristics of either Manufactured, Purchased or Phantom parts.

Method Type Free format text to name the Method Type –

must be unique
Manufactured Tick box to assign the Method Characteristics of
a Manufactured method
Purchased Tick box to assign the Method Characteristics of
a Purchased method
Phantom Tick box to assign the Method Characteristics of
a Phantom method
Order Order can be used to set which of the Method
types will be assigned to a new part record by
default – the Method type of order 1 will be the
default

It is not possible to have a part with two of the same method types so creating your own allows you
to have the same method characteristics across multiple method types

Note: method characteristics are unamendable and are for visibility purposes only.

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Serial Number Format:

Serial Number Format allows users to define the format of serial numbers to be applied to parts in
terms of both prefixes and the next number to be used. Furthermore, the options to indicate
Advanced Serial Tracking functionality applies and also whether or not the serial is to be
Hexadecimal are available.

Description Allows the user to provide a description of the

Serial Number Format
Prefix Alphanumeric field to provide the respective
Serial Number Format with a prefix
Next Number Defines the next number to be used for the
respective Serial Number Format
Track Operations Tick box to indicate that this serial number
format is subject to the Advanced Serial
Tracking functionality – should not be ticked
unless a user has attended the EM Masterclass
Hexadecimal Changes the numbering convention from 10
characters to 16 to reduce the number of digits
required for serials

When indicating against a part record that it is to be of a specific Serial Number Format, where stock
of the part exists the user will be prompted to provide the serial numbers of the parts in stock.
Furthermore only those parts of a Unit of Measure with a precision setting of 0 can be serialised
parts.

Externally Defined and Externally Defined with Track Operations will populate in the table by default
and cannot be deleted or amended.

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Stores Request Reasons:

Stores Request Reasons allows users to define a list of reasons as to why the Stores
Requests have been made for traceability purposes. Once a list of reasons has been defined
providing a reason when using the Stores Request functionality will become mandatory for
all users.

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Unplanned Transaction Reasons:

Unplanned Transaction Reasons allows the user to define a range of reasons for why any unplanned
transactions have taken place, and once reasons have been defined (other than Scrapped during
test) providing a reason will become mandatory when conducting certain unplanned transactions.

Scrapped during test will appear in Unplanned Transaction Reasons by default for use with Advanced
Serial Tracking functionalities when reworking serials. Providing reasons for unplanned transaction
reasons will not be mandatory whilst only this option is defined.

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Shipping Package Types:

Shipping Package Types allow users to predefine a range of packing options to be pulled through
when creating a packing list (Stores → Despatch → Packing List). The Shipping Package Types defined
in this table will populate the respective dropdown in the Packing list window, default dimension on
the other hand will prepopulate the dimensions field which can be amended if necessary.

Shipping Package Types Free format text to name the Shipping Package
Type
Default Dimension Allows the user to specify dimension for the
respective Shipping Package Type – not
mandatory

Note: This is a mandatory set up in order to use the packing list functionality effectively.

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Template Types:

Template Types allows the user to define a range of types of templates to be used when creating
serial label templates against a part record.

Template Type Free format field to name the template type

Allow Reprint Tick box to indicate whether or not serial labels
of the specified template will be available for
reprinting

Once Template Types are defined they will populate the dropdown options available of the
Template Type dropdown of the Label Formats tab (only available for parts of which are serialised) in
Add/Edit Parts.

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Label Definitions:

Label Definitions allows the user to specify information to be pulled through onto labels
when printed for bins, tools and batches.

Path of Label Template Used to specify where the Goods in label is

saved
Data Separator Field to indicate what data separator is to be
used when using 2D barcodes
Template Field Name Dropdown selection of the relevant database
fields which may appear on the label
Merge Fields Allows the user to select a range of database
fields to be merged into a barcode
Template Object Free format field to specify the name of the
object within the label for the respective
information to be mapped to
Date Format Dropdown field to select which date format
should be used on the label
Mobile 2D Barcodes Flags the field on the label to be a 2D barcode
that can be scanned for use with the Mobile
Stores function

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Package Configuration:

Package Configuration allows users to define a number of packages, and the contents of each
package, therefore enhancing the traceability of products contained within a package. This function
can only be used on serialised parts but any number of Package Types can be defined. The option to
create label templates is also available if the labelling of Package Types is required.

Package Type Allows the user to name the Package Type

Prefix Alphanumeric field to provide the respective
Package Type with a prefix
Next Number Defines the next number to be used for the
respective Package Type
Label Quantity Numeric field to define how many labels, if any,
are to be printed for the respective Package
Type
Package Type Dropdown selection of the specified Package
Types
Content Dropdown selection of the specified Package
Types to define the contents of the respective
package
Max Specifies the maximum number of content
Package Types can be fit into the containing
Package Type

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Template Field Name Dropdown selection of the relevant database

fields which may appear on the label
Merge Fields Allows the user to select a range of database
fields to be merged into a barcode
Template Object This is the field name as displayed on the label
– must match for the label to work
Date Format Dropdown field to select which date format
should be used on the label
Mobile 2D Barcode Flags the field on the label to be a 2D barcode
that can be scanned for use with the Mobile
Stores function

Once Defined users will be able to record packing through Stores  Packing and traceability of the
various packages and their contents can be found through the Enquiries tab of the respective Part
record.

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(8) CRM+

1 Company Category Codes

2 Company Header User Analysis

3 Contact Roles

4 Vendor Ratings

5 Mail Shot Types

6 Process Types

7 Action Types

8 Notes Types

9 Employee Groups

10 Relationships

11 Social Network Sites

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Company Category Codes:

Company Category Codes allow users to define a range of categories for companies not otherwise
stated as customers or suppliers. These categories can then be marked as Potential Customer,
Potential Supplier or neither. Where neither the category will fall under the other(s) option on the
Master tab of Add/Edit Company.

Category Code Free Format text to name the Category Code as

required
Potential Customer Tick box to indicate that the respective
Category Code is used for Potential Customers
Default Potential Customer Tick box to indicate that this is the default
Category Code applied to companies ticked as a
Potential Customer
Potential Supplier Tick box to indicate that the respective
Category Code is used for Potential Suppliers
Default Potential Supplier Tick box to indicate that this is the default
Category Code applied to companies ticked as a
Potential Suppliers

Company Category Codes can be used as a searching tool within Add/Edit Company, whether by the
main search grid (Potential Supplier/Customer) or by the Other Category (through the right mouse
click searches). Furthermore, Company Category Codes can further define the parameter forms of
the relevant Excel exports.

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Company Header User Analysis:

Company Header User Analysis allows users to be able to analyse companies as required. Analysis
can be achieved either by predefining dropdown menus for users to select from or by renaming up
to six Memo Fields of free format text.

Code Unamendable reference to the respective line

Code Name Allows the user to rename the Code that
appears in Add/Edit Company
Code Value Table to add in the values which will populate
the dropdown for the respective Code

Analysis Codes defined in this window will appear against all Company records and are
recommended to be used for generic analysis. Further analysis can be made by using Sales Analysis
and Purchase Analysis codes for analysis specific to the respective functions. User Analysis Codes 1
to 10 are searchable elements of a Company record and so can be used for finding parts as well as
analysing them – these cannot be made mandatory.

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Code Unamendable reference to the respective line

Code Name Allows the user to rename the User Analysis
Code that appears Add/Edit Company

Memo analysis field are not searchable components of a customer record and cannot be made
mandatory.

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Contact Roles:

Contact Roles allows the user to create generic roles to be assigned to contacts for use with the
CRM+ Mailshot functionality, once created these can be assigned to contacts via the Contacts tab of
Add/Edit Parts.

Contact Role Free format text field to provide the name of

the Contact Role
Description Can be used to provide further clarification of
the Contact Role

Purely for filtering purposes when sending out mailshots and can be used to define who is applicable
for specific mailshots.

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Vendor Ratings:

Vendor Ratings allow users to further classify suppliers (beyond Supplier Status Settings) into any
kind of rating system that may be applicable.

Vendor Rating Free format field to state a level within rating

system
Description Can be used to provide further clarification of
the Vendor Rating

Recording the reason for setting a Vendor Rating is always mandatory and the reason is just typed
rather than predefined, an audit log of changes is maintained against the Supplier record to provide
users with the visibility of why a Supplier is marked to a respective status. Vendor Ratings are
searchable and will appear in the relevant Excel exports but are purely for visibility purposes and
have no influence on other functionalities.

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Mail Shot Types:

Mail Shot types is mandatory set-up for generating Mail Shot contact lists and allows you to define
types of mailshots that different Contacts may be applicable for. Once Mailshots are defined they
can be assigned to contacts via the Contacts tab of Add/Edit Parts.

Mail Shot Type Free format text field to provide the name of
the Mail Shot Type
Description Can be used to provide further clarification of
the Mail Shot Type

When generating Mail Shot contact lists Mail Shot Types are used in conjunction with Contact Roles
to filter the list of Contacts down to only those applicable for the Mail Shot Type in question.

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Process Types:

Process Types allow users to define business processes within the system in order to use CRM+ to
generate actions to be completed at specific stages of the process.

Show obsolete types Tick box to un-hide all Process Types with an
Obsolete status
Process Types

Name Free format text field to provide the name of

the Process
Description Can be used to provide further clarification of
the Process
Prefix Alphanumeric field to provide the respective
Process with a prefix – this is not mandatory
Next Number Defines the next number to be used for the
respective Process – this is not mandatory
Version For traceability purposes changes to existing
Processes are made via up-versioning the
Process. This column provides visibility as to
what Version the respective Process is on.

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Obsolete Tick box to indicate that this process is no

longer in use and remove it as a potential
Process option
Notes Free format text for the user to make notes
against the respective Process as required
Stages Grid

Name Free format text field to provide the name of

the Stage
Description Can be used to provide further clarification of
the Stage
Order Numeric field to indicate the order in which the
Stages can take place
Close Tick box to indicate that this Stage will close the
Process
Next Stages Grid

Default Tick box to indicate that the respective next

stage is the default follow on from the current
highlighted stage
Alternative Tick box to indicate that the respective next
Stage is a potential follow on from the current
highlighted stage but is not the default
Next Stage Unamendable reference to the stages defined
for visibility purposes
Default Actions Grid

Action Type Dropdown selection of the Action Types that

are ticked to be used on a Process
Action Owner Dropdown of the available entities which may
own the Action by default (see below)
Due Days Numeric field to indicate the number of days
before the Action will be flagged as overdue
Mandatory Indicates that this Action is mandatory to be
competed for the Process to move on to the
next stage
Notification Only Can be used to indicate that the respective
Action is for notification purposes only
User Defined Fields

Name Free format text field to provide the name of

the field
Type Used to define the format of the user defined
field
Mandatory Indicates that this field is mandatory to be
completed before saving the Process
Stage Dropdown selection of the stages defined to
indicate that this field needs to be completed
upon completion of that Stage

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Once defined Processes can be created within the CRM+ tab of company records and used in
conjunction with the Inspections through Quality Options and Access Integration through the Credit
Control Rules.

Entities available for Process Actions:

 Employees
 Employee groups
 Account Managers
 Process Owner
 Process Originator

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Action Types:

Action Types allows users to create a range of Action types in the system and specify whether they
are to be used on Processes, independently or both. Each action type may also carry a prefix and
next number, or where not stated follow the default convention in the system.

Action Type Free format text field to provide the name of

the Action Type
Description Can be used to provide further clarification of
the Action Type
Prefix Alphanumeric field to provide the respective
Action Type with a prefix
Next Number Defines the next number to be used for the
respective Action Type
Use on Independent Action Tick box used to indicate whether or not this
action type can be used as an action
independent of a process
Use on process Tick box used to indicate whether or not this
Action Type can be used as an action on a
Process Type

The Quote Follow-up Action Type will be prepopulated in the table by default and cannot be
amended or deleted due to its association with quote processing functionalities. Defining further
Action Types is recommended in order to create actions other than Quote Follow-ups under the
CRM+ tab of Add/Edit Company and for use within Processes.

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Note Types:

Note Types allows the user to create a range of Note Types that may be used in the system,
furthermore, each Note Type may also carry a prefix and next number, or where not stated follow
the default convention in the system.

Note Type Free format text field to provide the name of

the Note Type
Description Can be used to provide further clarification of
the Note Type
Prefix Alphanumeric field to provide the respective
Note Type with a prefix
Next Number Defines the next number to be used for the
respective Note Type

Note: as no Note Types are prepopulated in the table by default it is mandatory to create some in
order to create Notes within the CRM+ tab of Add/Edit Company.

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Employee Groups:

Employee Groups allows users to create a range of groups within which employees can be assigned
to for use in conjunction with Actions and Processes.

Name Free format text field to provide the name of

the Employee Group
Description Can be used to provide further clarification of
the Employee Group

Once created Employee Groups will populate the Groups table of the CRM+ tab on the Employee
Record. Individual employees can then be assigned to an Employee Group(s) and the respective
employee will have notification of any Actions assigned to this group.

Note: in order to receive notification of Actions each employee would be required to also be a user.

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Relationships:

Relationships allow users to predefine a range of relationships that links one company to another
that can then be set up within the relationships of the CRM+ tab in Add/Edit Company.

Relationship Free format text field to provide a description

of the Relationship
Inverse Relationship Free format text field to provide a description
of the Inverse Relationship

This function is primarily used for visibility and reporting purposes but can serve as a further option
for navigation through the right-mouse click.

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Social Network Sites:

Social Network Sites allow users to create a list of social networking sites that contacts within
companies may be a member of.

Site Name Web address format field to provide the web

address of the social network site
Logo Left click to add an image of the social network
logo

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(9) Quality

1 Skill Types and Assignments

2 Quality Inspection Template

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Skill Types and Assignments:

Skill Types and Assignments allow users to create a range of skills that employees may possess at
varying skill levels. Visibility of the skills employees are associated with can also be found within the
Employee record.

Skill Type Right-click → New to add a new Skill Type

Employee Name Dropdown selection of the Employees that exist
in the system
Competence Level Dropdown selection of the Skill Levels that have
been set up in the system
Date Set Date format field allowing the user to specify
the attainment date of the respective
qualification
Expiry Date Date format field allowing the user to specify
an expiry date of the respective qualification
Certificate Number Free format text field to provide any certificate
reference numbers where available
Trained By Dropdown selection of the Employees that exist
in the system
Comments Free format text field to provide any comments
on against the respective line

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Quality Inspection Template:

Quality inspection template allows users to create a range of inspection routines which can be
applied to part records at the supplier level. Purchased parts rejected upon failing an inspection
routine can then automatically follow a specified Process, where set up in Quality Options.

Template Name Free format text field to provide the name of

the Inspection Template
Skill Type Dropdown selection of the Skill Types that exist
in the system in order to indicate that only
employees with a specific Skill Type can
conduct the inspection
Skill Level Dropdown selection of the Skill Levels that exist
in the system to indicate that, of the specified
Skill Type, only those employees of the selected
Skill Level may conduct the inspection
Inspection Location Dropdown Selection of the locations that exist
in the system – must be a quarantine location
Reject Location Dropdown Selection of the locations that exist
in the system – must be a quarantine location
Accept Location Dropdown Selection of the locations that exist
in the system
Seq. No. Numeric field to indicate the at what point in a
sequence the respective test step will occur
Test steps Free format text field to briefly outline what is
required at this sequence in the inspection

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Inspection Location is mandatory as only batches within inspection locations will be available to
inspect, it is required to be a quarantined location to prevent users issuing or despatching un-
inspected parts. Reject Location will be the location parts will move to upon failing inspection and
also must be quarantined for the same reasons – it is also recommended that reject locations are
indicated to be excluded from MRP to prevent MRP considering parts as useable.

Accept Location dictates where parts are to be moved to having not failed the inspection and is non-
mandatory as the default location on the part record will be used where an accept location is
unspecified.

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(10) Reports

1 Report Settings

2 Email Templates

3 Email/SMS Configuration Form

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Report Settings:

Report Settings allows the user to set the default open mode per report found in the Reports
window along with the default number of days for these reports to show.

Document Unamendable reference to the report entity

that exists in the Reports window
Number of Days to Show Numeric field allowing the user to set the
default number of days to show in Reports
Open Mode Dropdown selection of the Open Mode options
available for the user to specify the default
Open Mode for the respective document

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Report PDF Backup Settings allows the user to assign a file path per report within which to
automatically store a PDF copy of the report when printed in any one of the 3 open modes.

Select Used to indicate whether or not the respective

report should produce a PDF backup when
printed
Document Unamendable reference to the report entity
that exists in the Reports window
File Path Free format text to provide a path to the folder
to where the relevant report PDF backup will
be stored
Browse Can be used to browse to a relevant folder
where the report PDF backup will be stored and
populate the File Path field

In order for all users to be able to access the PDF backups it is recommended that the file path
specified is one which exists on the server and accessible to all users.

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Email Templates:

Email Templates allow users to predefine emails to be sent in conjunction with auto-email
functionalities within 123insight.

Document Dropdown selection of the document types

available for automatic emails
Subject Free format text used to generate the text that
will appear in the subject field of the automatic
emails – only applies to CRM+ specific
document types
Local outlook account Used to indicate that the automatic emails
should be sent from the local outlook account
From email address is not specified in auto Used to indicate that the automatic emails
email settings (will display the email address should be sent from the email address specified
within application settings where defined) in Application settings (Admin → Application
Settings)
Template Text Rich text format to allow users to generate the
text that will populate the respective automatic
email

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Email/SMS Configuration Form:

Email/SMS Configuration allows the user to provide the information required by SMS service
providers in order to convert emails into an SMS format. Information provided within this
configuration window can be used in conjunction with Email Templates to define the email formats
with which to send to the service provider – further lines of information can be added where
required.

Service Provider Free format text field to indicate the Service

providing company name
Email ID Format Email address format field to indicate to what
email address auto-emails should be sent to
Username Free format text field to record the username
provided by the service provider
MobileNo Unamendable reference field – the mobile
number to be used should be indicated as the
database field for MobileNo in the Email
Template for emails to be sent to the relevant
contacts
Password Free format text field to record the password
provided by the service provider

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API_ID Free format text field to record the API ID

provided by the service provider
Reply Non mandatory field to indicate to what email
address notification of a successful SMS should
be sent

Once the required information has been entered in this window the fields can be pulled into the
relevant Email Templates to be sent to the email address specified in the Email ID Format field. Once
the Email Templates have been defined, SMS notification can be sent for new CRM+ actions,
Purchase Order approvals and Purchase Requisition approvals.

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(11) Further Settings

1 Document Numbers and Prefixes

2 Set Planning Horizons

3 Set Non Working Days

4 Standard Document Text

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Document Numbers and Prefixes:

Document Number and Prefixes allows users to deviate from the standard prefix and next number
conventions associated with each of the reports available in 123insight.

Document Unamendable reference to the report entity

that exists in the Reports window
Prefix Alphanumeric field to provide the respective
Document with a prefix
Next Number Defines the next number to be used for the
respective Document

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Set Planning Horizons:

Set Planning Horizons allows the user to define the time buckets found in visibility windows such as
those found within Enterprise. By default seven Planning Horizons are prepopulated within the
table, however, these can be amended or deleted and more can be added if necessary.

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Set Non Working Days:

Set Non Working Days allows users to indicate which days, of a specified calendar year, 123insight is
not to consider as a working day, available in terms of both production and goods in.

Select Year Dropdown selection to choose the year with

which to set Non Working Days
Set Saturday to non working days Tick box shortcut to mark all Saturdays to Non
Working Days
Set Sundays to non working days Tick box shortcut to mark all Sundays to Non
Working Days
Mark non working days Left-click on a date field in the grid to mark as a
Non Working Day

Non Working Days for production will be prepopulated in the calendar of all resources and cannot
be amended or overwritten per resource.

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Standard Document Text:

Standard Document text allows the user to prepopulate text to appear by default in the header and
footer of the respective document - the text boxes are rich text format allowing various formatting
options.

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(12) Sales Options

Quotation Options
Default Markup Percentages

The following settings are all used in conjunction with the calculate price function.

Component Uplift: Used to set the default Component Uplift % that will populate the Component
Uplift % field in Add/Edit Quotation

Labour Uplift: Used to set the default Labour Uplift % that will populate the Labour Uplift % field in
Add/Edit Quotation

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Subcontract Uplift: Used to set the default Subcontract Uplift % that will populate the Subcontract
Uplift % field in Add/Edit Quotation

Sundry Uplift: Used to set the default Sundry Uplift % that will populate the Sundry Uplift % field in
Add/Edit Quotation

Default Margin Percentages

Minimum Margin %: Allows the user to set up a Minimum Target Margin % for visibility purposes
when creating a Sales Order/Quotation

Global Target Margin %: Sets the default Target Margin % to aid users when creating price lists –
superseded by the Price Category Target Margin

Quotation Follow-Up Days: Sets the default Quotation follow up days

Print Tax Information on Quotation Total: When ticked all relevant tax information will print onto the
Quotation report

Make Quotation Title Field Mandatory: When ticked the Quotation Title field in Add/Edit Quotation
becomes a mandatory field

Common
Show Audit of Amendments

Regards whether or not the audit trail of amendments will appear on the Quotation/Sales Order re-
prints – when set to prompt 123insight will provide the user with the option at the point of re-
printing. Will only show where changes have been made.

Ordering on Quotation/Ack. Report

The following options are for report printout purposes only.

Line Number - default setting that arranges the lines of a Quotation/Sales Order based on the
associated Line Number

Group – creates a new tab within Add/Edit Quotation/Sales Order that allows the user to create a
range of groups. Created Groups populate the dropdown options of the new Group column in the
Details tab allowing each line to be associated with the groups created.

Order – creates a new column in the Details tab within Add/Edit Quotation/Sales Order that allows
the user to manually order the lines, the ordering can go to decimal places to allow the user to order
new lines into an already defined ordering.

Trade as multiple divisions: Activates the 123insight functionality to trade as multiple divisions

Sales Options
Make Customer Purchase Order Field Mandatory: When ticked the Customer Purchase Order field in
Add/Edit Sales Order becomes a mandatory field

Make Sales Order Title Field Mandatory: When ticked the Sales Order Title field in Add/Edit Sales
Order becomes a mandatory field

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Show Cancelled Lines On Acknowledgement: When ticked cancelled lines of a Sales Order will appear
on the Acknowledgement Report

Show Despatched Lines On Acknowledgement: When ticked despatched lines of a Sales Order will
appear on the Acknowledgement Report

Make Project/Section Mandatory: When ticked providing a Project/Section becomes mandatory

when creating a Sales Order or Quotation

Despatch Options
Produce Despatch Labels: Used to indicate that despatch labels will be produced through 123insight
at the point of despatching

Show Batch/Serial Information On Despatch Note: When ticked batch and serial information will
print on to the Despatch Note report

Despatch Mode:

Simple: This follows a simple process of raising the despatch note and then printing – there is no
approval process in between

2 Stage: This option allows for an extra step within the process which results in the Despatch Note
having to be confirmed before it can be printed, so it is held in a holding area until confirmed and
cannot be printed or invoiced in the meantime.

3 Stage: This option allows for two extra steps within the process which results in the Despatch Note
having to be approved and then confirmed before it can be printed.

Invoice Options
Show Invoice/Credit Number On Creation: when ticked the user will receive a pop-up message to
confirm the creation of an Invoice/Credit with the document reference number included

Show Batch/Serial Information On Invoice: When ticked batch and serial information will print on to
the Invoice report

Print delivery address on Invoice: When ticked the delivery address specified will print on to the
Invoice report

Memo Dates on Sales Order

Allows the user to activate/disable up to 3 Memo Date fields to appear in Add/Edit Sales Order and
rename the respective fields

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(13) Purchase Options

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Show Audit of Amendments

Regards whether or not the audit trail of amendments will appear on the Purchase Order/Advice
Note re-prints – when set to prompt 123insight will provide the user with the option at the point of
re-printing. Will only show where changes have been made.

Purchase Options
Show Book Goods In Lines On Purchase Order Report: When ticked any lines of a Purchase Order
which have been booked in will still show on the Purchase Order report

Show Cancelled Lines On Purchase Order Report: When ticked any lines of a Purchase Order which
have been cancelled will still show on the Purchase Order Report

Security and Approval Required: When ticked Purchase Security and Approval functionality is
activated – once switched on setting up Costs and Buyers Administration becomes a priority (Admin
→ Administration and Security → Costs and Buyers Administration)

Purchase Contract Option

Open Supplier Costs on Unit Cost Add/Edit: When ticked amendments to the unit cost of a part on a
Purchase Contract will prompt the Supplier tab in Add/Edit Parts to open on screen allowing the user
to reflect the unit cost change against the part record as well as the Purchase Contract

Debit Option
Show Batch/Serials on Debit Note: When ticked batch/serial information will show on Debit Note
reports

Number of days delivery performance to show on Supplier Schedule

Numeric field to set the default number of days to populate in the Supplier Schedule Report

Memo Dates on PO and Advice Note

Allows the user to activate/disable up to 3 Memo Date fields to appear in Add/Edit Purchase Order
and Add/Edit Advice Note and rename the respective fields

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(14) Production Options

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Time Settings
Set Time on Routings: Dropdown selection for the unit of time measurement to be used for the Set
Times on Routings

Set Time on Works Order: Dropdown selection for the unit of time measurement to be used for the
Set Times on Works Orders

Run Time on Routings: Dropdown selection for the unit of time measurement to be used for the Run
Times of Routings

Run Time on Works Order: Dropdown selection for the unit of time measurement to be used for the
Run Times of Works Orders

Wait Time on Routings: Dropdown selection for the unit of time measurement to be used for the
Wait Times on Routings

Down Time: Dropdown selection for the unit of time measurement to be used for down time

Default Resource Settings

Resource Working Hours Per Day: Numeric field to set the default working hours per day for new
resources

Default Wait Time

Wait Time (Days): Numeric field to set the default wait time (days) on new resources

Default Rate Settings

Variable Hourly Set Rate: Numeric field to set the default variable set costs per hour on a newly
created resource

Variable Hourly Run Rate: Numeric field to set the default variable run costs per hour on a newly
created resource

Fix Hourly Set Rate: Numeric field to set the default fixed set costs per hour on a newly created
resource

Fix Hourly Run Rate: Numeric field to set the default fixed run costs per hour on a newly created
resource

Labour Hourly Set Rate: Numeric field to set the default labour set costs per hour on a newly created
resource

Labour Hourly Run Rate: Numeric field to set the default labour run costs per hour on a newly
created resource

JETCAM Integration
Integrate With JETCAM: Tick box to indicate 123insight will be integrated with JETCAM

Export To Path: Only activated when integrated with JETCAM

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Production Document Options

Print Operation Tickets: When ticked on the Works Order printout against every operation will be a
grid/table in which employees can log labour bookings to the individual operations

Skills Matrix Settings

Utilise Skills Matrix on Routings and Bookings: When ticked enables users to link Skill Types to
Operations that will control who can make labour bookings to that operation based on the skills
matrix.

Default value of Set time and Run time on Timesheet

Load Outstanding Set Time and Run Time: Regards whether or not the Set Time and Run Time, when
entering Manual Timesheets, will default to those on the Routing of the respective part, or default to
0.

Planned set time calculation

Planned set time calculation options will only influence the system where a manufactured
component has a set time recorded against it and will influence how the system costs the
manufacturing of the top level part.

Standard: With standard ticked total set time calculations will be based on multiples of the minimum
batch size – Total set time = (Set time / Minimum Batch Size) x Required Quantity

What If: With What If ticked total set time calculations will be based on total required quantity – Set
time / Required Quantity

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(15) Stock Options

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Stock Options
Kitting Options

Force Formal Kitting via “Issue Components to Works Order”: When ticked, the only way to issue
components to a Works Order, whilst it is in progress, will be to manually issue via Issue
Components to Works Orders or by running the Global Shortage Issue.

Backflush full kit when first operation is booked: When ticked, all components for the Works Order
will be issued automatically within the system when the first operation is booked against, using FIFO
logic for issuing, where there is enough stock.

Backflush partial kit based on highest qty booked to any operation: When ticked, enough
components for the highest quantity booked to any operation on the respective Works Order will be
automatically issued in the system using FIFO logic for issuing, where there is enough stock.

Backflush kit at “Receive Finished Works Orders into Stock”: When ticked, all outstanding
components that are yet to be issued to the works order being received into stock will be issued
automatically using FIFO logic for issuing, where there is enough stock. This option is used in
conjunction with one of the three above.

Over Issue Components: Used only when Backflush kit at “Receive Finished Works Orders into Stock”
is ticked. This allows for more components to be issued than planned when over-receiving against
the works order.

Check for and Issue shortages at Book Goods In: When ticked, when goods are booked in to stock
from a supplier, a check is made to see if that part has a shortage on a Works Order and if yes, the
component is automatically issued to that Works Order using the same logic as the Global Shortage
Issue.

Operation Booking

Force all operations to be booked: When ticked, the only way to book labour time against operations
on a works order is manually either via Enter Manual Timesheets or Shop Floor Data Collection.

Book all outstanding operations at standard time at “Receive Finished Works Order into stock”:
When ticked, all outstanding operations will be booked at standard time when receiving finished
items into stock using Receive Finished Works Order into Stock.

Maintain Expiry Dates On Batches: When ticked, becomes mandatory to record an expiry date when
creating new batches (will default to 31/12/3000). If not ticked, expiry dates cannot be recorded
against batches.

Force Bin Mandatory: When ticked the Bin Location field in Add/Edit Parts becomes a mandatory
field

Tight Issue Control: When ticked all current versions of all methods become unamendable and the
only way to make a change is to Up Version. This only affects versions with a status of current.

Manual Controlled Version: When ticked, users can overwrite version numbers rather than
accepting the system default. For example, different version numbers could be used for pre and post
production.

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Default Initial version: Used only in conjunction with Manual Controlled Version. Allows for a
different default initial version to be specified rather than the system default of 0001.

Default Consolidation Window: Numeric field to allow the user to set the default consolidation
window to apply to all new parts.

Jump to “Add/Edit Advice Note”

When completing the last operation before a subcontract operation on a works order in Enter
Manual Timesheets, if this is set to prompt, the user will be asked if they would like to raise an
Advice Note for the subcontract operation. If set to yes, it will always jump to the Add/Edit Advice
Note window, if no, it will never jump to that window.

Jump to “Receive Finished Works Orders in to Stock”

When completing the last operation on a works order in Enter Manual Timesheets, if this is set to
prompt, the user will be asked if they would like to jump to Receive Finished Works Orders into
Stock. If set to yes, it will always jump to that window, and no will never jump to that window.

Despatch Stock

Using FIFO: Stock for despatch is based only on First In First Out logic (oldest batch is picked first for
despatch although this can be over written at the point of despatch).

Using linked batches then FIFO: Stock for despatch is based first on batches linked to specific Sales
Orders, and where no links exist will follow First In First Out logic (again, this can be over written at
the point of despatch).

Free selection of serials: When ticked, it will be possible to select to despatch parts based on only
knowing the serial number, if not ticked, it will be mandatory to select the batch number before
selecting the serial number.

Default label setting

No. of labels per batch: Sets the default number of labels to be printed per batch when booking
goods into stock but can be over written at the point of booking in a batch.

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(16) Accounting Options

Master

Accounting Package: Only applicable to Access Integration

Mandatory Company and Part Information

Customer - Mapping Type: When ticked the Mapping Type field on the Customer tab of Add/Edit
Company becomes a mandatory field

Company - Registration Number: When ticked the Registration Number field on the Customer tab of
Add/Edit Company becomes a mandatory field

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Company - Tax Registration Number: When ticked the Tax Registration Number field on the
Customer tab of Add/Edit Company becomes a mandatory field

Company – Set new customer on immediate stop in accounts: for use with Access Integration only.
When ticked, new customers created in 123insight will transfer in to Access with a default status of
on stop.

Supplier - Mapping Type: When ticked the Mapping Type field on the Supplier tab of Add/Edit
Company becomes a mandatory field

Supplier - Registration Number: When ticked the Registration Number field on the Supplier tab of
Add/Edit Company becomes a mandatory field

Supplier - Tax Registration Number: When ticked the Tax Registration Number field on the Supplier
tab of Add/Edit Company becomes a mandatory field

Supplier – Set new customer on immediate stop in accounts: for use with Access Integration only.
When ticked, new suppliers created in 123insight will transfer in to Access with a default status of on
stop.

Part – Product Group: When ticked the Product Group field in Add/Edit Parts becomes a mandatory
field

Intrastats and Settlement Discount

Include Settlement Discount in Tax calculations: When ticked, indicates that settlement discount is
to be included when calculating tax.

EEC VAT (Intrastats) required: When ticked intrastat reporting functionality in 123insight is activated

Our Contact: Dropdown selection of the Employees to indicate the company contact for intrastat
reporting

Branch ID: Free format text field to indicate the unique identification number assigned by HMRC,
this is non-mandatory as not all companies will necessarily be assigned with a branch ID

Update on exchange rate change

Open Sales Orders: When ticked open Sales Orders will update following an exchange rate change in
Currencies and Exchange Rates

Open Purchase Orders: When ticked open Purchase Orders will update followingan exchange rate
change in Currencies and Exchange Rates

GDNI (Goods despatched not invoiced): When ticked Goods despatched not invoiced will update
following an exchange rate change in Currencies and Exchange Rates

GRNI (Goods received not invoiced): When ticked Goods received not invoiced will update following
an exchange rate change in Currencies and Exchange Rates

Default Nominal for Advance Invoice: Dropdown selection to allow the user to set the default
Nominal Code for Advance Invoices

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(17) MRP Options

MRP Options
Allow printed/part received purchase orders to be enacted in reschedule or cancellation suggestion:
When ticked printed/part received Purchase Orders may be enacted in reschedule or cancellation
suggestions

When un-ticked suggestions will show but cannot be enacted within MRP, users are not prevented
from making changes manually.

Allow in-progress work orders to be enacted in reschedule suggestions: When ticked in-progress
Works Orders may be enacted in reschedule suggestions

When un-ticked suggestions will show but cannot be enacted within MRP, users are not prevented
from making changes manually.

Consider lower level demand for On-Hold parts: When ticked MRP will still suggest Works
Orders/Purchase Order for the components on a BOM of an On-Hold part

Follow FIFO logic for reschedule: When ticked MRP will follow FIFO logic when suggesting
reschedules

Suggest quantity reschedules for in-progress works orders: When ticked MRP will suggest quantity
reschedules for in-progress Works Orders. When not ticked MRP will suggest new Works Orders
where the quantity is increased or no suggestions where the quantity is decreased (leaving an
overproduction of the respective part(s)). Regardless of whether or not this option is ticked all
changes can be made manually.

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Wait days calculation to utilise non-working days: When ticked MRP will utilise Non Working Days
for Wait Days calculation. When not ticked MRP will not allow days indicated as non-working to be
considered to be used in the calculation of Wait Days.

Consider demands up to (X) days ahead: Numeric field to indicate the number of days MRP should
consider demands up to

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(18) CRM+ Options

CRM+ Options
Company Equipment Catalogue: When ticked the functionality to maintain an Equipment Catalogue
is activated

Project Control: When ticked Project Control functionalities are activated

Maintain Manufacturers: When ticked the ability to store manufacturers’ details against a part in
Add/Edit Parts is activated

Employee Name Format: Allows the user to customise how employee names are formatted

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(19) Quality Options

Process for Passed on Concession: Dropdown selection of CRM+ Processes set up in the system to be
used for when parts are passed on concession during inspection.

Process for Rejection: Dropdown selection of CRM+ Processes set up in the system to be used for
when parts failing an inspection are rejected.

Note: Processes can only be raised against inspections derived from booking goods in, for
inspections of parts received from a Works Order Processes have to be raised manually.

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(19) Further Functionalities

1 Intrastats

2 Project Control

3 Divisions

4 Access Dimensions Integration

5 Equipment Catalogue

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(1) Intrastats

Intrastat reporting is available where required and in order to use it must be activated within the
Accounting Options. Once switched on (upon re-entering the system) further Settings and
considerations will be required before intrastat reports can be generated. Three considerations are
key before moving onto the initial configuration of the settings:

- Firstly, within Currencies and Exchange Rates the user must define which currency will
be used for intrastat reporting purposes as this may not necessarily be the same as the
base currency.

- Secondly, reviewing the Country Codes will be necessary as against each country within
the EEC the user will be required to indicate that EEC VAT applies.

- Finally the Financial Periods should be set up in such a way as to suit the intrastat
reporting periods required as intrastat reports are generated against Financial Periods.

Once these windows are set up as required the intrastat specific settings (to follow) will need to be
defined so that the information required for reporting can be assigned where relevant. Final
considerations regarding intrastat reporting will be regarding Company and Part records and within
the Financials window under Financial Reports.

1 Delivery Codes

2 Transaction Codes

3 Transport Codes

4 Commodity Codes

5 Add/Edit Parts

6 Add/Edit Company

7 Financials

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Delivery Codes:

Delivery Codes allows the user to define the various codes required to report on delivery terms
where the value of intra-EU trade exceeds the current threshold for Delivery Terms.

Code Unique identifier to the respective Delivery

Code and must match those of the Delivery
Terms provided by HMRC
Description Allows the user to provide indication as to
where the specified code will apply

Where applicable, default Delivery Codes can be assigned against the company record which will
automatically pull through to the relevant despatch/arrival functionalities (such as default Customer
EEC Settings pulling through onto a new Sales Order). As well as being able to define a default
Delivery Code it is also possible to amend/assign a Delivery Code on individual transaction through
the Text-Analysis tab.

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Transaction Codes:

Transaction Codes allows the user to define the various codes required to report on the nature of
transactions where the value of intra-EU trade exceeds the current threshold.

Code Unique identifier to the respective Transaction

Code and must match those of the Nature of
Transaction Codes (NoTC’s) as provided by
HMRC
Description Allows the user to provide indication as to
where the specified code will apply

Where applicable, default Transaction Codes can be assigned against the company record which will
automatically pull through to the relevant despatch/arrival functionalities (such as default Customer
EEC Settings pulling through onto a new Sales Order). As well as being able to define a default
Transaction Code it is also possible to amend/assign a Transaction Code on individual transactions
through the Text-Analysis tab.

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Transport Codes:

Transport Codes are a historic functionality regarding intrastats and no longer have any influence on
intrastat reporting. Transport Codes can be used as a form of internal analysis for intrastat purposes
against the Company record and for this reason have not been removed.

Code Unique identifier to the respective Transport

Code
Description Allows the user to provide indication as to
where the specified code will apply

Note: Transport Codes will not appear on any intrastat reports once set up and are purely memo
fields on the Company record.

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Commodity Codes:

Commodity Codes allows the user to define the various codes required to report on commodity
types.

Code Unique identifier to the respective Commodity

code and must match those of the Intrastat
Classification Nomenclature (ICN) as provided
by HMRC
Description Allows the user to provide indication as to
where the specified code will apply

Commodity Codes need to be assigned against the part record which will automatically pull through
to the relevant despatch/arrival functionalities.

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Add/Edit Parts:

Once intrastats has been activated, against the part record a new tab will be available within which
the user can assign individual parts with the required intrastate details.

Net Mass (KG) Numeric field to provide the net mass of the
part in kilograms (including immediate
packaging) up to a precision of six decimal
places.
Country of Origin Field to indicate the country code a part will
originate from
Commodity Code Dropdown selection of the commodity codes
set up within Settings
Supplementary Units Field to indicate the number of units in a
consignment

For any parts to be used with intrastat reporting it is mandatory to provide information on the
Country of Origin and the Commodity code and either the Net Mass (KG) or the Supplementary Units
in order to be able to generate reports.

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Add/Edit Company:

Once intrastat reporting has been switched on, against both the Customer and Supplier tabs of
Add/Edit Company new EEC Default Settings are available.

Delivery Code Dropdown selection of the Delivery Codes

defined in order to assign the default Code to
pull through on the relevant transactions
Transaction Code Dropdown selection of the Transaction Codes
defined in order to assign the default Code to
pull through on the relevant transactions
Transport Code Dropdown selection of the Transport Codes
defined in order to assign the default Code to
pull through on the relevant transactions
Exclude From Reports Allows the user to indicate that the respective
company is to be excluded from intrastat
reporting

Providing default information against a company record is not mandatory as long as the information
is provided whilst creating the relevant transactions.

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Financials:

Intrastat reports can be printed through the Financial Reports tab of the Financials window; by
defining a pathway within the Export To Path a folder can be designated within which a CSV copy of
printed reports will be saved. Once defined the path is saved and due to this it may be a
consideration to define a folder for intrastat reports whilst setting up the functionality.

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(2) Project Control

Project Analysis

Project Responsibilities

Project Status Settings

Project Companies

Project Types

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Project Analysis:

Project Analysis allows users to be able to analyse projects as required. Analysis can be achieved
either by predefining dropdown menus for users to select from or by creating a variety of User
Defined Fields.

Code Unamendable reference to the respective line

Code Name Allows the user to rename the Code that
appears in the Customer tab and in Add/Edit
Sales Order
Searchable Tick box to indicate whether or not the
respective Analysis Code should be a
searchable component for projects
Mandatory Tick box to indicate whether or not the
respective analysis is a mandatory requirement
for projects
Code Value Table to add in the values which will populate
the dropdown for the highlighted Code

Against each Analysis Code the user can specify whether or not this should be a searchable aspect of
a project and whether it is a mandatory component of creating a project. Further than analysis
purposes, using Analysis Codes can assist the user by further differentiating between different
projects and thus making an individual project easier to find.

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User Defined Fields allow the user to create a range of formatted text fields to capture information
on a project that could not be classified into a dropdown menu. Similar to Project Analysis Codes,
these User Defined Fields can be made mandatory, however they cannot be searchable components
of a project.

Name Allows the user to provide the field with a

name
Type Dropdown list of the format to be applied to
the analysis field
Mandatory Tick box to indicate whether or not the
respective analysis is a mandatory requirement
for projects

One of the key benefits to Project Analysis is the “Find Matching Project Files” button within the
Analysis tab of Add/Edit project. After assigning the relevant analysis to a newly created project the
user can use this button to run a matching process in order to see if other existing projects have
similar characteristics. This can be used by users to ensure that duplicate project files are not
created in the system.

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Project Responsibilities:

Project Responsibilities allows the user to define a range of responsibilities across projects that
employees might have for both a project as a whole and for individual sections. Against each
responsibility the user can specify whether or not this should be a searchable aspect of a project and
whether it is a mandatory component of creating a project.

Responsibility Title Allows the user to rename the respective

responsibility code
Searchable Tick box to indicate whether or not the
respective Responsibility should be a
searchable component for projects
Mandatory Tick box to indicate whether or not the
respective Responsibility will be a mandatory
requirement for projects

Setting responsibilities as searchable and mandatory will only apply to the project as a whole. As
individual sections of a project may require different responsibilities to that of an overall project it is
not mandatory to assign any responsibilities, furthermore those responsibilities that are assigned to
a section will not be searchable.

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Project Status Settings:

Project Status Settings allows the user to predefine a range of statuses that may apply to either an
overall project header or individual project sections. The statuses of On-hold, Complete Project and
Complete Section will exist in the system by default due to their influence on project based
functionalities, however it is mandatory to create a range of alternate statuses in order to use
projects.

Default The default status will populate the respective

field of a newly created Project/Section in
Add/Edit Project by default
Status Allows the user to provide the status with a
name
Type Dropdown to indicate whether the respective
status is applicable to projects overall or project
sections

The key purpose of creating further statuses is to provide users visibility and clarity of the progress
of both projects, and their individual sections. The purpose of the predefined statuses are to allow
the user to mark a project/section as complete or to put a project on hold.

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Project Companies:

Project Companies allows the user to define a range of generic Company Types in order to link
specific companies to a Project/Section and further add in a link to any relevant contacts of that
company.

Project Company Types Allows the user to provide the Company type
with a name/identifier
Company Category Codes Dropdown selection of all Company Category
Codes not marked as Potential
Customer/Supplier to indicate which Category
Code companies of this type will draw from
Customer Tick box to indicate that companies of this type
are to be selected from available Customers
Potential Customer Tick box to indicate that companies of this type
are to be selected from available Potential
Customers
Supplier Tick box to indicate that companies of this type
are to be selected from available Suppliers
Potential Supplier Tick box to indicate that companies of this type
are to be selected from available Potential
Suppliers
Allow One or Many Dropdown selection to indicate whether only
one or multiple of this company type may be
added to a project

Project companies provides a useful mechanism to record additional companies associated with a
project in order to provide visibility to users beyond the scope of just customers and suppliers.

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Project Type:

Project Type allows users to define a range of different types of projects to be created in Add/Edit
Project to allow differentiation of projects and assign a ranking system of the importance of each
type.

Project Type Allows the user to provide the Project Type

with a name/identifier
Prefix Alphanumeric field to provide the respective
package type with a prefix
Next Number Defines the next number to be used for the
respective Package Type
Multiple Companies Tick box to indicate whether or not a single or
multiple customers can be linked to a project of
the respective type
Default Ranking Numeric field to provide the project type with a
default ranking to be considered when using
the Auto Assign functionality

Note: Ranking of 1 is the highest priority

The key functionality of Project Type is to differentiate between different projects further allowing
the user to define a prefix and next number to aid in searching and reporting. Further than
differentiation, project types also allows default rankings to be assigned which will influence the
prioritisation of the Auto Assign functionality (for Advanced Project Control Only).

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(3) Divisions

Within Sales Options there is an option of Trade as Multiple Divisions which will activate the
functionality within the system to set up divisions with which to trade through.

Division Name Free format text for the Division name to

appear on reports.
Email Generic Division email address, must follow
correct email address format
Web Site Division Web Site address, must follow correct
Web address format.
Phone Generic Division telephone number
Fax Generic Division fax number
Division Address Main address of the Division, address entered
here will populate a line in Company Delivery
Addresses
Logo – Quality Right-click → New to add a Quality logo

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Logo – Division Right-click → New to add a Company logo

(4) Access Dimensions Integration

When Access Dimensions is selected in the Accounting Package dropdown of the Accounting Options
further functionality becomes available that will require additional set-up. Once Access Dimensions
Integration is switched an additional tab within the Accounting Options and a new setting window
Credit Control Rules will appear (explanations to follow).

With Access Dimensions Integration activated there is a terminology change as Nominal Codes will
now be referred to as Dimensions Analysis Codes. Further considerations for Access Dimensions
integration will be to ensure that the Tax Codes, Dimensions Analysis Codes, Currency Codes and
Country Codes match those as set up within Access Dimensions.

1 Accounting Options – Access Dimensions

2 Sort Key Mappings

3 Credit Control Rules

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Accounting Options – Access Dimensions:

Header tab

Sales Invoice Options:

Post Sales Invoices / Credits to batch: When ticked, invoices and credits raised in 123insight will post
into a batch in Access rather than posting straight to the ledger.

Post Sales Invoices / Credits directly to Sales Ledger: When ticked, invoices and credits raised in
123insight will post straight into the ledger in Access.

Purchase Invoice Options:

Post Purchase Invoices / Debits to batch: When ticked, invoices and debits raised in 123insight will
post into a batch in Access rather than posting straight to the ledger.

Post Purchase Invoices / Debits directly to Purchase Ledger: When ticked, invoices and debits raised
in 123insight will post straight into the ledger in Access.

Produce DMS label: When ticked, a label can be printed for each Purchase Invoice which will allow
for it to be scanned and uploaded to the Access DMS.

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Sub Ledger:

Sales Ledger: If using sub-ledgers within Access then the appropriate posting may be set here.

Purchase Ledger: If using sub-ledgers within Access then the appropriate posting may be set here.

Default Exchange Rates:

Pass Exchange Rates to Access: When ticked, exchange rates are passed from 123insight to Access
on transactions.

Adopt Access Exchange Rates: When ticked, exchange rates are adopted from Access on
transactions.

Address:

Write all addresses to Address Line 1-7: When ticked, addresses entered on company records in
123insight will be posted in to the main address field on the Access company record as 7 lines of
information, like what we have in 123insight without fixed addresses switched on.

Write formatted addresses to Address Lines 1-3, Town, County, Postcode, Country: When ticked, if
using fixed addresses in 123insight, the addresses entered on a company record in 123insight will go
in to the correct fields on the Access company record.

Connect Using:

Server list: Server name is entered in here to connect to your Access database.

Windows NT Authentication: When ticked, allows for a connection to be built to the Access database
via Windows NT Authentication.

Sql Server Authentication: When ticked, allows for a connection to be built to the Access database
via Sql Server Authentication.

Login Name and Password: Only active when Sql Server Authentication is ticked, a Sql login name
and password is required to be entered.

Database Name: The Access database name is selected here from the dropdown.

Display Accounts Information:

Add/Edit Quotation: When ticked, accounts information live from Access will show when raising a
quote, once a customer has been selected.

Add/Edit Despatch: When ticked, accounts information live from Access will show when raising a
despatch note, once a customer has been selected.

Add/Edit Sales Order: When ticked, accounts information live from Access will show when raising a
sales order, once a customer has been selected.

Add/Edit Purchase Order: When ticked, accounts information live from Access will show when raising
a purchase order, once a supplier has been selected.

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Sort Key Mappings:

There are 2 grids here, one for customer and one for supplier where a selection of fields or fixed text
can be passed from 123insight into Access when creating a company record. The Update on Amend
tick box, when ticked, indicates that if these fields are updated then they should amend and update
in Access as well.

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Credit Control Rules:

Credit Control Rules allows the user to define a range of specific rules to be considered at the point
of selecting a customer for various functionalities throughout the system.

Rule Number Automatically assigned to new lines as a unique

identifier for the rule
Rule Name Free format text field to provide the respective
rule with a name
Rule Narrative Free format text field to provide the rule with
additional narrative which will show to the user
when the rule is executed
Operator Used where there are multiple variables which
could result in the rule being broken
Status in Account Allows for the rule to check the status of the
customer in Access
Operator Used where there are multiple variables which
could result in the rule being broken
Ledger balance is % of Credit Limit Allows for a value to be entered so the rule may
check if the ledger balance is X% of the credit
limit
Operator Used where there are multiple variables which
could result in the rule being broken
Non-disputed invoice(s) more than x days Allows for a value to be entered so the rule may
overdue check if there are non-disputed invoices in
Access that are more than X number of days
overdue
Operator Used where there are multiple variables which
could result in the rule being broken
Set 123insight customer status to If the rule is broken, the customer status can be
changed to the status selected here
Set 123insight order status to If the rule is broken, the sales order status can
be changed to the status selected here
Raise CRM+ process Dropdown selection of CRM+ processes to
allow the user to define a CRM+ process to be
raised should the rule be broken

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Ask question and record answer Free format text field allowing the user to
define a question to be prompted to the user
should the rule be broken, which the user must
answer

The answer will be free format text and

therefore not pre-defined

Where not defined no Questions will be asked

to the user
Abort A tick box which when ticked means that when
the rule is broken, abort the transaction
Rating for Quotation Indicates the order in which the rules are to be
applied when raising a quotation
Rating for Sales Order Indicates the order in which the rules are to be
applied when raising a sales order
Rating for Despatch Indicates the order in which the rules are to be
applied when raising a despatch note

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(5) Equipment Catalogue

Equipment Types

The Equipment Catalogue allows users to create templates as to how pieces of equipment of specific
types should be entered against a company record.

Equipment Types - Name Allows the user to provide the overall

Equipment Type with a name/identifier
Name Allows the user to provide the characteristic
with a name/identifier
Type Dropdown field to specify response field
formatting
Length Numeric field to restrict the characters of the
response (where not predefined)
Predefined Allows users to indicate that the respective
characteristic will have predefined values
within the allowable values table

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Mandatory Indicates provision of the respective

information will be mandatory when adding
new equipment
Searchable Indicates that information provided will be a
searchable component of the Equipment
Prime field for Quote/Orders The characteristic indicated as prime will
populate the Equipment dropdown of quotes
and Orders to be used when specifying pieces
of Equipment to be linked
Additional Fields Characteristics indicated as additional fields will
pull through on to Quotations/Sales
Acknowledgement reports
Multiline Characteristics indicated as multiline will
provide the user with a larger text field within
the Equipment tab of CRM+ in Add/Edit
Company
Value Used in conjunction with predefined to allow
users to provide response values to a
characteristic indicated as predefined

Once defined the Equipment Types will allow users to build up Equipment catalogues against any
customer record required. Once an Equipment Catalogue exists against a company record any
Quotations and Sales Orders created can be linked to specific pieces of equipment to provide further
visibility and searching capabilities against these functions.

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